Privacy Policy
Last updated: March 2026
1. Who We Are
Virtrio (“we”, “us”, “our”) provides white-label virtual event infrastructure for agencies, professional communities, and intermediaries. This privacy policy explains how we collect, use, and protect your personal data when you visit our website (www.virtrio.com) or interact with our services.
Contact: hello@virtrio.com
2. What Data We Collect
The data you provide directly
When you submit a form on our website (partner application, contact form, or strategy call booking), we collect:
- Full name
- Email address
- Company name
- Company website
- Job title or designation
- Phone number (if provided)
- Industry sector
- Information about your current virtual event setup and client types
- Any additional information you include in free-text message fields
Data collected automatically
When you visit our website, we automatically collect:
- IP address
- Browser type and version
- Device type and operating system
- Pages visited, time spent, and referral source
- Cookies and similar tracking technologies (see Section 7)
Data we do not collect via this website
We do not collect payment card details through this website. If you become a partner, payment processing is handled directly by Stripe under their own privacy policy. We do not collect sensitive personal data (such as health, biometric, political, or religious data) through this website.
3. How We Use Your Data
We use your personal data for the following purposes:
- Responding to enquiries: To reply to your contact form submissions and strategy call requests.
- Processing partner applications: To evaluate your application, schedule onboarding, and manage the partner relationship.
- Communication: To send you information relevant to your application or enquiry. We do not send unsolicited marketing emails unless you have opted in.
- Website analytics: To understand how visitors use our website and improve the user experience.
- Legal compliance: To comply with applicable laws and regulations.
4. Legal Basis for Processing
We process your data under the following legal bases (UK GDPR):
- Legitimate interest: Responding to your enquiry, evaluating your partner application, and improving our website. We have assessed that these interests do not override your rights.
- Contract: Where processing is necessary to enter into or perform a contract with you as a partner.
- Consent: Where you have given specific consent, such as opting in to marketing communications. You can withdraw consent at any time by contacting us.
5. Who We Share Your Data With
We do not sell your personal data. We share data only with the following categories of service providers who process it on our behalf:
- Website hosting: Webflow (hosts our website and processes form submissions)
- Email services: Used for transactional emails related to your enquiry or application
- Analytics: Google Analytics or similar tools for anonymous website usage data
- Calendar booking: Microsoft Bookings (when you schedule a strategy call)
- Payment processing: Stripe (only if you become a partner and connect your own account)
All service providers are bound by data processing agreements and are required to protect your data in accordance with applicable law.
6. Data Retention
We retain your personal data only for as long as necessary for the purposes described above:
- Enquiry and contact form data: Retained for up to 24 months after your last interaction, then deleted.
- Partner application data: Retained for the duration of the partner relationship plus 12 months after termination.
- Website analytics data: Anonymised and aggregated. No personally identifiable analytics data is retained beyond 26 months.
7. Cookies
Our website uses cookies to ensure functionality and analyse usage. The types of cookies we use:
- Essential cookies: Required for the website to function (e.g., form submissions, navigation). Cannot be disabled.
- Analytics cookies: Help us understand how visitors interact with our website. You can opt out of these via your browser settings or our cookie consent banner.
We do not use advertising or retargeting cookies.
8. International Transfers
Your data may be processed outside the United Kingdom by our service providers (e.g., Webflow and Google are US-based). Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the UK Information Commissioner’s Office.
9. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Request correction of inaccurate or incomplete data.
- Erasure: Request deletion of your data where there is no compelling reason for continued processing.
- Restriction: Request that we limit how we use your data.
- Portability: Request your data in a structured, machine-readable format.
- Objection: Object to processing based on legitimate interest.
- Withdraw consent: Where processing is based on consent, withdraw it at any time.
To exercise any of these rights, contact us at hello@virtrio.com. We will respond within 30 days.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data, including encrypted connections (HTTPS), access controls, and secure hosting infrastructure.
11. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to read their privacy policies.
12. Changes to This Policy
We may update this policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. Material changes will be communicated via our website.
13. Complaints
If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
14. Contact
For any questions about this privacy policy or your personal data:
Email: hello@virtrio.comWebsite: www.virtrio.com
